ASYBY LAKE PROTECTIVE ASSOCIATION CONSTITUTION
BY-LAW #1, being a by-law to adopt a constitution for Ashby Lake Protective Association
WHEREAS it is deemed advisable to adopt a constitution setting forth the aims and projects for the Corporation, qualifications for membership and other matters relating generally to the transaction of the affairs of Ashby Lake Protective Association;
BE IT ENACTED as a by-law of Ashby Lake Protective Association as follows:
The aims and objects of the Corporation shall be
- To promote the cultural and social interests of the seasonal and permanent residents and land owners on Ashby Lake, in the Township of Addington Highlands.
- To promote the interests of, and advance plans for, the advantage of seasonal and permanent residents and land owners on the said Ashby Lake;
- To promote aquatic, social and other activities for the benefit of all residents and land owners on Ashby Lake and vicinity;
- To promote environmental stewardship to protect the flora, fauna, soil, water and all components of the Ashby Lake environment including its view-shed and dark night sky;
- 1. To study and report on all Municipal and provincial Government plans affecting the residents or uses of land on Ashby Lake and vicinity, and to make representations to the various levels of Government with respect to all such matters.
Membership and Voting:
- A Full Member of the corporation is the owner or owners of one Ashby Lake property, or property on the access road from highway 41 to Ashby Lake, with a building or buildings on it, who has paid the corporation dues for the current year.
- A Full Member may purchase only one (1) full membership.
A Full Member is entitled to cast two (2) votes on all resolutions of the corporation and such votes shall be exercised only at regularly constituted corporation meetings when the vote is taken and not by proxy ballot.
The Executive Committee may, by special resolution, waive the requirements of full membership and allow any other person to be a Full Member. Such special resolutions must be ratified by the full membership at the next annual general meeting.
An Associate Member of the corporation is anyone who is not a full member and who has paid the association dues for the current year.
1. An Associate Member has all the rights and privileges of a Full Member with the exception of voting. An Associate Member is not entitled to vote on resolutions.
- The executive committee shall be comprised of a minimum of four (4) and a maximum of ten (10), whose term of office shall be for two (2) years. The executive are to be considered directors where applicable.
- Any active member of the Corporation, whose annual dues are paid up for the year preceding the annual election, shall be eligible for election. Any executive whose term of office is expiring shall be eligible for re-election.
- Any vacancy on the Executive Committee created by the resignation or death of any executive, or any other causes, shall be filled upon the passing of a Resolution by the remaining executive appointing an active member to serve the balance of the term of the retired executive.
Annual Dues & Special Assessment:
- 1. The annual fee for membership shall be such amount as may be determined from time to time by Resolution of the Membership.
Privileges of Membership:
- 1. All active members, together with all members of their immediate family (including children, grandchildren, parents and grandparents), shall be entitled to participate in all activities of the Corporation save and except for the purpose of voting on any Resolution, by-law or election of officers of the corporation.
Notice of Meetings:
- Notice of any annual meeting, or general meeting, of the Corporation shall be given in writing by email or ordinary mail addressed to the last known address of all members at least fifteen (15) days before the day set for such meeting. Notice by ordinary mail shall be deemed to have been given on the day following the day on which it is mailed by prepaid ordinary mail;
- 1. Notice of Executive Committee meeting shall be given in writing by email addressed to the director at their last known address or by direct communication by telephone, or personally at least forty-eight hours in advance of any meeting of the Executive Committee.
Officers of the Corporation:
- 1. There shall be a President, a Vice President, a Secretary and a Treasurer. The officers shall be elected by the membership from among their number.
Duties of President & Vice President:
The President shall, preside at all meetings of the members of the Corporation and of the Executive Committee. The President shall also be charged with the general management and supervision of the affairs and operations of the Corporation. The President with the Secretary or other officer appointed for the purpose shall sign all by-laws. During the absence or inability of the President, the President’s duties and powers may be exercised by the Vice President, and in the absence of the Vice President, such other director as the board may from time to time appoint for the purpose. The President and Vice President shall perform such other duties as may from time to time be determined by the Executive Committee and captured in the Terms of Reference.
Duties of Secretary:
1. The Secretary shall be ex officio clerk of the Executive Committee and record all facts and minutes of all proceedings in the books kept for that purpose. The Secretary shall give all notices required to be given to members and to the executive. The Secretary shall be the custodian of the seal of the Corporation and of all books, papers, records, correspondence, contracts and other documents, belonging to the Corporation and shall deliver such up only when authorized by a resolution of the Executive Committee to do so and to such person or persons as may be named in the Resolution. The Secretary shall perform such other duties as may from time to time be determined by the Executive Committee and captured in the Terms of Reference.
Duties of Treasurer:
The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Corporation in proper books of account and shall deposit all moneys or other valuable effects in the name and to the credit of the Corporation in such bank or banks as may from time to time be designated by the Executive Committee. The Treasurer shall disburse the funds of the Corporation under the direction of the Executive Committee, taking proper vouchers therefore and shall render to the Executive Committee at the regular meetings thereof or whenever required, an account of all transactions, and of the financial position of the Corporation. The Treasurer shall also perform such other duties as may from time to time be determined by the Executive Committee and captured in the Terms of Reference.
Duties of other Officers:
The duties of all other Directors of the Corporation shall be such as the terms of their engagement call for or the Executive Committee requires of them and captured in the Terms of Reference.
Seal of the Corporation:
1. The seal of the Corporation, an impression whereof is stamped in the margin hereof, shall be the Seal of the Corporation.
Execution of Documents:
- Deeds, transfers, licenses, contracts and engagements on behalf the Corporation shall be signed by either the President or Vice President and by the Secretary. The Secretary shall affix the seal of the Corporation to such instruments as require the same.
- Contracts in the ordinary course of the Corporation's operations may be entered into on behalf of the Corporation by the President and the Secretary of the Corporation. The President and the Secretary may delegate such authority on a discrete basis from time to time as required. Such delegations shall be vetted by the Executive Committee and documented.
Books and Records:
- 1. The executive shall see that all necessary books and records of the Corporation required by the by-laws of the Corporation or by any applicable statute or law are regularly and properly kept.
Amendments to this By-Law:
- 1. No amendment to this by-law shall be valid unless passed by two-thirds of the members of the Executive Committee present at a meeting to be called for the purpose of considering such amendments, and until ratified at a general meeting of the Corporation purpose of considering and approving such amendments.
- 1. A quorum of the meeting of the Corporation shall require the attendance of not less than fifteen (15) paid up active members of the Corporation. A quorum of the Executive Committee shall consist of not less than three (3) Directors.
- 1. All votes at any meeting of the corporation shall be by a show of hands unless a secret ballot is demanded by at least two (2) full members present.
ENACTED AND PASSED at a meeting of the Executive Committee held on the second day of September 1989
X Robert B. Scott, President